Policies and Procedures

System Use Policy

1. The purpose of a web conference event must be to support public health workforce preparedness and development.
   
2. Multiple events can be scheduled simultaneously as long as the total number of users of the system does not exceed 55 at one time. Each proposed iLinc session must have a defined user limit proposed by the session organizer. This number should not be set higher than the expected attendance to ensure that remaining seats are available for other events.
   
3. A coordinator should be notified of all new iLinc meetings. It is the coordinator's responsibility to contact NWCPHP and check for meeting conflicts.
   
4. There is no fee to use an iLinc online session for public health workforce related trainings and meetings, provided the user limit of 55 is not exceeded.
   
5. Audio communication during an iLinc event can occur via teleconference or via Voice over Internet Provider (VoIP). Teleconferencing costs must be covered by the convener of the iLinc event. Any teleconferencing system can be used. NWCPHP will provide teleconferencing services only for certain specifically agreed upon events.
   
6. VoIP is available at no cost through the iLinc session. To use VoIP, participants need to provide their own computer equipment (e.g., a microphone headset).
   
7. NWCPHP will provide training and technical resources about the use of iLinc to key workforce trainers in the Northwest Public Health Workforce Development Network. For technical support, e-mail nwcphp@u.washington.edu.
8. Users of NWCPHP’s iLinc web conferencing system are expected to conform to iLinc’s rules for customer content, as well as NWCPHP’s professional standards. When a user uploads, records, or otherwise transmits any content to iLinc’s web server, (including any PowerPoint presentations, photographs, illustrations, icons, articles, text, audio clips, or video clips), then the user is understood to be either the owner or licensee of the content; is solely responsible for the content; and acknowledges and agrees that iLinc neither controls or monitors the content, nor guarantees the accuracy, integrity, security, or quality of such content, unless modified by iLinc. Users must not upload, record, or otherwise transmit any content that: infringes any third party's copyright, patent, trademark, trade secret, or other proprietary rights or rights of publicity or privacy; violates any law, statute, ordinance, or regulation; is defamatory, trade libelous, threatening, harassing, obscene, harmful, or pornographic; or contains any viruses or other software that is intended to damage or interfere with (or surreptitiously intercept or capture) any system, data, or personal information.

Policies and Procedures for iLinc Coordinators

1. Coordinators are the main point of contact between NWCPHP and local users.
   
2. As an iLinc coordinator, you must confirm availability with NWCPHP prior to creating an iLinc session. Please send the following information to nwcphp@u.washington.edu:
   1. Event title
   2. Event date and time
   3. Name of event leader
   4. Anticipated number of attendees (not to exceed 55 logged-in users)

   We will reply and let you know if any conflicts exist. We reserve the right to ask users to reschedule their event, if iLinc is needed for a NWCPHP training or meeting. We will do this only when necessary and will try to give as much advance notice as possible of any schedule changes. We ask that you schedule events no more than 3 months in advance. After verifying availability of an event, you may create the event in the iLinc system.

3. If conflicts in event scheduling arise, the following priorities will be applied by NWCPHP:
1. NWCPHP trainings and meetings
2. Public health emergency preparedness-related workforce trainings by our partners
3. All other public health workforce trainings by our partners
4. Meetings of public health groups and their partners
   
4. The purpose of a web conference event must be to support public health workforce preparedness and development.
   
5. As an iLinc coordinator, you have User Administration privileges in the system (i.e., you can add new users to iLinc). You do not have the ability to make this new user a User Administrator. Only NWCPHP can grant User Administration privileges in iLinc. Please contact us at nwcphp@u.washington.edu to request User Administration privileges for a new user.
   
6. When you create a new user in iLinc, you have the ability to make that individual a Meeting Administrator (i.e., they can create their own meetings). If you allow your local users to create iLinc meetings, you are still responsible for knowing when these meetings will occur and notifying NWCPHP.
   
7. If an event must be cancelled, notify NWCPHP as soon as possible to allow other groups to use that time slot.
   
8. Content that is uploaded to an iLinc session remains on the system when the session has ended. To avoid unnecessary storage fees, we ask you to delete your content from the iLinc system following the session. NWCPHP will review the stored content and delete files that appear to be older than one month. However, it is not easy to determine when each file was used and mistakes are possible. Therefore, it will be safest if you, and your users, delete your own content files after each session.
   
9. NWCPHP’s license agreement with iLinc allows for 55 concurrent logged-in users. If your session causes this limit to be exceeded, you may be charged.